Warehouse Officer – Inbound Supplies

Job Description

Job summary
The Warehouse Officer – Inbound Supplies ensures efficient, accurate, and compliant receipt, storage, issuance, and documentation of raw materials, spares, and general supplies. The position plays a key operational role in maintaining stock accuracy, optimising material flow, and supporting operational continuity through timely coordination with Supply Chain & Procurement, Production – particularly Production Planning & Control, Quality Assurance, and Logistics. The role upholds integrity, safety, and traceability in all inventory transactions in alignment with company policies and ERP systems.
Key roles and responsibilities
• Warehouse Operations
– Oversee day-to-day warehouse activities in the assigned area – receiving, storage, binning, picking, and dispatch.
– Verify incoming goods against purchase orders, delivery notes, and inspection reports.
– Supervise the issuance of materials to Production, Engineering, or dispatch teams as per authorised requisitions.
– Maintain proper labelling, segregation, and shelf/bin management to ensure easy identification and traceability.
– Coordinate the movement of stock between warehouses or production units.
– Ensure compliance with warehouse SOPs and 5S (Sort, Set in Order, Shine, Standardise, and Sustain) housekeeping standards.
• Inventory Management & Control
– Maintain accurate and up-to-date stock records in ERP and physical files (stock cards, bin cards).
– Conduct daily, weekly, and monthly cycle counts and reconcile variances.
– Monitor minimum and reorder levels, notifying relevant departments to avoid stock-outs.
– Track expiry dates, batch numbers, and shelf-life for applicable items.
– Support the Warehouse Manager in full stock takes and audit exercises.
– Ensure all receipts and issues are properly documented and approved before system entry.
• Receiving & Inspection
– Coordinate the receipt and inspection of raw materials, spares, and supplies in collaboration with Quality Assurance.
– Verify quality and quantity of received items before binning.
– Prepare Goods Received Notes (GRNs) and update the ERP system accordingly.
– Segregate non-conforming or rejected items and ensure proper documentation for return or disposal.
• Issuance
– Prepare items for issuance in line with approved requests and approvals.
– Ensure all items to be issues are properly packed, labelled, and documented.
– Track and record all outward movement of all items for full traceability.
– Liaise with the relevant teams to coordinate collection or delivery.
• Safety, Security & Housekeeping
– Enforce safety procedures in handling, storage, and equipment use (forklifts, hoists, etc.).
– Maintain a clean, organised, and hazard-free warehouse environment.
– Ensure compliance with occupational health and safety regulations.
– Report damaged goods, unsafe conditions, or security concerns immediately.
– Support periodic safety and fire drills.
• Systems & Reporting
– Accurately record stock movements in ERP or Warehouse Management System.
– Verify data accuracy and submit daily, weekly, and monthly inventory reports.
– Analyse stock consumption and variance trends to identify inefficiencies.
– Support the Warehouse Manager in preparing warehouse KPIs and performance summaries.
• Collaboration & Continuous Improvement
– Coordinate with Procurement for replenishment planning and supplier deliveries.
– Work closely with Production, Engineering, and Quality Assurance departments to align material availability with operational needs.
– Suggest improvements to warehousing procedures, layouts, and systems.
– Participate in stock optimisation and waste reduction initiatives.
• Compliance with Vistari’s Corporate Systems
– Apply the highest standards of internal controls and risk management practices and behaviours and embed a positive risk and control culture.
– Demonstrate prudence, sound judgement, and appropriate and timely escalations in management of all types of risk (including fraud risk) applicable to the role.
– Promote and adhere to Vistari’s core values and ensure compliance with organisational policies and procedures, collective agreements, and statutory employment standards.
– Maintain zero tolerance to bribery, fraud, and corruption, and ensure the immediate reporting of any corruption or suspect behaviour that threatens Vistari’s reputation.
– Adhere to safeguarding policies and procedures and immediately report any safeguarding concerns.
– Any other related responsibilities that may be assigned by the Line Manager from time to time.